Administrative Assistant (1 Year Maternity Leave)

Talent Request ID:723
Web Publication Date:1/15/2020
Talent Request Location:Toronto ON Canada
Brief Description:

Administrative Assistant needed in our Toronto office to cover 1 year Maternity Leave.

Job Description Details:

R3D Consulting in Toronto is seeking an experienced and committed Administrative/Executive Assistant professional.

Starting in May 2020, to cover a 1-year Maternity Leave situation, we have a new opportunity for an Administrative Assistant in our downtown Toronto office. This is a challenging and varied role and requires someone with great flexibility, determination, dedication and diplomacy. Fluency in both English and French (spoken, written, reading) would be a bonus. In this role your responsibilities would include:  

  • Supporting the R3D consulting teams in the USA, Canada, Mexico, and Europe through the:
    • Preparation of offer letters and contracts for employees and contractors;
    • Monitor expiring contracts and prepare extensions for those contracts;
    • Manage technical requests;
    • Onboarding of new employees and consultants, including requests for systems access, benefit enrollment and health documentation;
    • Manage an efficient documentation and filing system, including reminders for timesheets and expenses;
    • Work visa and permit requests (e.g. TN visa for Mexican resources, L1, French work permit, German Visa…) according to laws and credentials; and
    • Reply to general information requests with the accurate information and handle sensitive information in a confidential manner.
    • HR point of contact
  • Supporting the R3D Toronto team through the:
    • Participation in writing of responses to RFP, RFS, and other business documents, formatting CV/resumes into standard format;
    • Translate documents in French and English;
    • Maintain office supplies inventory anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
    • Ensure availability and operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.  
  • Assist the Executive Vice president in his daily activities by:
    • Maintaining his calendar, coordinate and arrange meetings and appointments, manage meeting conflicts and provide reminders;
    • Make travel arrangements: book airplane tickets and accommodations;
    • Send communication or emails on behalf of the EVP and undertake the task of receiving calls, taking messages and routing correspondence;
    • Prepare MS PowerPoint presentations for meetings;
    • Track and reconcile all expenses
    • Help in preparing events or trade shows (in the USA, Mexico and Germany)
    • Resolve other administrative problems and other duties as assigned

To be considered for this role you must be a highly experienced administrative assistant, ideally in a recruiting company or consulting practice environment. Fluent bilingual skills (French and English) would be an asset in this role. Skills in Spanish would be nice to have. Your skills in MS Word, Excel and PowerPoint must be top notch and you must thrive in a dynamic and fluid environment where multi-tasking is the normal situation.


If you would like to hear more, please contact me at your earliest convenience.


We appreciate your interest and application, however, only those candidates selected for an interview will be contacted.


R3D Consulting is a globally focused, Enterprise Consulting company, that provides solutions and services in Enterprise Resource Planning, Digital Industry 4.0 and custom Software Development.  With that keen focus on the digital enterprise, R3D is looking to better align our client’s business with the latest technology.   Founded in 1996, with offices in Canada, the United States, Mexico and Europe, R3D International is committed to helping clients improve their business performance and their interaction with suppliers and customers.